Career Opportunities

Facilities Assistant

The PCRM Foundation is seeking a Facilities Assistant to assist with the smooth and efficient day-to-day operation of PCRM’s 13,000 square foot office space and residential guest house by assisting with matters pertaining to conference and meeting support; general office maintenance and cleanliness; office supplies, equipment, furniture, and files; mail processing; literature and merchandise fulfillment; and inventory management.

Primary Areas of Responsibility and Specific Duties

• Facilities Support
  • Provide reception services to staff and guests coming to PCRM’s Literature Fulfillment and Office Services Center
• Receive, evaluate, prioritize, facilitate, track, and respond to all facilities related requests from staff, e.g., hot/cold calls, office supply requests, light bulbs, toner, maintenance of fax, copy, and shredder machines, moving heavy items, access related requests, etc.
• Establish and implement standard response times for various common requests
• Maintain vendor lists and contact information
• Act as a liaison with the building’s property management
• Order office supplies and assist Facilities Coordinator with the stocking, organizing, and inventorying of office supplies
• Assist Facilities Coordinator and Manager with office cleanliness and neatness
• Assist with suite security by being alert to suspicious visitors, packages etc.
• Be an expert on PCRM’s emergency procedures
• Assist with the coordination of guests at PCRM’s residential guest house
• Assist with errands as needed
• Conference and Meeting Support
• Keep conference room calendars up-to-date and coordinate shuffling of rooms as needed
• Coordinate use of subleased third floor conference room
• Post daily schedules
• Prepare conference rooms in advance of meetings (i.e., make sure room, table, and chairs are clean; set up equipment and supplies, etc.)
• Lend support to staffers who need assistance operating media and telephone equipment
• Ensure that conference rooms are cleaned up after meetings conclude and that equipment is turned off and recharged
• Maintain conference room binders which provide helpful information such as contact lists, conference calling instructions, etc.
• Administrative Support
• Prepare check request forms for operations-related invoices, credit card statements, and expense reports
• Assist with the distribution of incoming and interdepartmental mail and faxes
• Assist with receiving and logging incoming supplies and literature
• Assist with all aspects of inventory control
• Prepare correspondence
• Maintain department files
• Maintain spreadsheets and databases
• Maintain contacts and calendars
• Schedule appointments
• Maintain supply of parking validation stickers and track use as needed
• Literature Fulfillment Support
• Ensure that the entrance to PCRM’s Literature Fulfillment & Office Services Center is clean, clear, and welcoming at all times and that the self-service literature racks are stocked with a variety of current and appropriate literature
• Work with Fulfillment Coordinator to keep the Fulfillment Center adequately stocked with inventory/supplies, organized, clean, and clutter-free
• Assist Fulfillment Coordinator with the fulfillment of literature and merchandise requests from the public and staff
• Assist Fulfillment Coordinator with gathering and preparing materials for conferences
• Other
• Write and maintain detailed standard operating procedures and project status reports for primary areas of responsibility
• Cross train with other facilities positions including Receptionist, Facilities Coordinator, and Literature Fulfillment Coordinator
• Provide backup reception coverage
• Assist with all aspects of meeting the needs of the facilities department and PCRM

Required Education, Experience, and Skills

• Education
• Minimum of a high school degree; bachelor’s degree preferred
• Experience
• Prior receptionist/customer service/administrative experience a plus
• Prior experience in a facilities or operations-related position a plus
• Experience in a nonprofit setting preferred
• Skills
• Ability to deliver excellent customer service to employees as well as outside partners
• Ability to organize physical spaces, materials, and information with a high degree of attention to detail
• Excellent written and verbal communication skills including the ability to summarize key issues and activities
• Ability to handle multiple tasks, prioritize, work well under pressure, meet deadlines, and see projects through to completion in a very fast-paced environment
• A proactive and industrious work ethic
• Ability to establish and maintain good relationships with vendors
• Ability to make sound, independent judgments
• Ability to develop solutions to any identified problems
• Proficient use of Microsoft Office suite
• Professional skills, demeanor, and work ethic
• Ability to maintain a sense of urgency, efficiency, and flexibility
• Other
• Enthusiasm for PCRM’s mission and objectives
• Ability and willingness to travel to related seminars, conferences, training, meetings, etc.
• Interest in developing new competencies as needed for the responsibilities of the position
• Ability and willingness to work evenings and weekends as needed

Terms of employment: Full-time in PCRM’s Washington, D.C., office (Friendship Heights neighborhood/metro)

Compensation: The PCRM Foundation offers a competitive nonprofit salary commensurate with experience as well as a comprehensive benefits package that includes opportunities for continuing education and professional development.

How to apply: Please mail, fax, or e-mail (preferred) a cover letter (see note below) and your résumé to:

The PCRM Foundation
Attn: Sarah Petersen
5100 Wisconsin Ave., N.W., Ste. 400
Washington, D.C. 20016
Fax: 202-527-7410
E-mail: careers at pcrm dot org (Please note “Facilities Assistant” in the subject line of your e-mail.)

Note: Please include the following in your cover letter: an explanation of your interest in joining The PCRM Foundation, where/how you found out about this career opportunity, and your salary requirement.

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